Executive Assistant Business Partner (Mountain View, CA)

The Mom Project; Mountain View (CA); On-site; USD 55,000 - 96,000; Full time

Benefits offered by this job

Medical

Dental

Vision

401k

Job summary

The Mom Project is seeking an Executive Assistant Business Partner to support our Finance team onsite in Mountain View, CA on a contract basis. The role focuses on calendar management, travel planning, and confidential executive support for 1–2 senior leaders.

Ideal candidates are proactive, highly organized, and capable of handling multiple priorities in a fast-paced environment. Strong communication skills and advanced Microsoft Office or Google Suite proficiency are required.

Qualifications

• Minimum 4–5 years experience at the executive administrative level.

Responsibilities

• Own executives' complex calendars and prioritize requests across teams.
• Coordinate travel arrangements and itineraries for leaders.
• Exercise confidentiality and professional judgment in all interactions.
• Be the trusted advisor, provide guidance to team members, and maintain organizational awareness.
• Prepare presentations and manage related data for leadership reviews.

Skills

Executive support

Calendar management

Travel coordination

Discretion

Verbal communication

Written communication

Prioritization

Tools

Microsoft Office

Google Suite

Outlook

PowerPoint

Job description

• Please note, that all applicants applying for US job openings must be legally authorized to work in the United States.***

Our Customer is a business and financial software company that develops and sells financial, accounting, and tax preparation software and related services for small businesses, accountants, and individuals. They are laser-focused on their customers, live and breathe innovation, and champion those who dare to dream. Their Mission is powering prosperity around the world. They do it by attracting the world’s top talent, bringing vital partners into their global platform, and leaving the world a better place through exceptional corporate citizenship.

We are seeking an Executive Assistant Business Partner on a contract basis to support our Customer’s business needs. This role is onsite in Mountain View, CA.

Role Overview

• We are searching for an experienced, reliable, detail-oriented Executive Assistant Business Partner (EABP 2) to be part of our Finance team.
• The Executive Assistant will support the VP of Financial Planning & Analysis in addition to 1-2 Director / VP Level leaders, and will be responsible for performing a wide variety of administrative duties.
• The ideal candidate is self-motivated, proactive, professional, and capable of managing their workload as well as their executive’s calendars and prioritizing tasks in a fast-paced environment.

Responsibilities

• Calendar Management: Own business partners’ complex calendar; coordinate across teams and EABPs by prioritizing schedules and qualifying requests. Proactively solicit agendas and manage attendee lists.
• Travel: Manage travel by carefully considering and deciding optimum travel arrangements and itineraries.
• Leadership: Possess a high degree of initiative to take independent action and be able to always exercise proper judgment.
• Be the “eyes and ears” of the organization and be sensitive to the needs of employees.
• Ability to tame organized chaos while remaining calm and composed.
• Be trustworthy and able to exhibit a high degree of confidentiality and integrity.
• Be approachable and eager to provide counsel and direction to team members/peers.
• Business acumen: Have a general understanding of the organization – the vision, business direction, and mission.
• Leverage your administrative expertise to be two steps ahead of your executives by problem solving, understanding priorities, and planning ahead for reoccurring events and tasks.
• Projects: Partners with other EABPs or cross functional team members on special projects (e.g. floor plans, team culture).
• Take initiative on researching, implementing, and improving systems and processes.
• Tool Management: Reconcile and manage expense reports on behalf of leaders and ensure adherence to company policy across the organization.
• Coordinate with technical support teams in advance of meetings and events to understand the best technology needed to ensure a successful outcome.
• Maintain organizational charts and email distribution lists.

Qualifications

• Minimum of 4-5 years working at the Executive administrative level, preferably supporting C-Level senior staff members.
• Ability to exercise complete discretion and handle highly confidential information with 100% integrity.
• Self-starter who can operate independently, prioritize ruthlessly, and move quickly from one task to another; creative problem solver, seeks "win-win" solutions; energized by challenges.
• Anticipatory — must be able to plan ahead and identify unforeseen needs
• Adaptability — embrace change and pivot when changes arise
• Perseverance — ability to see things through completion regardless of obstacles.
• Proven time management skills with the ability to prioritize and handle multiple tasks and work in a fast-paced environment.
• Excellent verbal and written communication skills including the ability to communicate with all levels of the organization.
• Cultural steward — brings an element of fun and caring to the workplace.
• Strong familiarity with technology preferred.
• Expert level knowledge of Microsoft Office (Advanced Word, Excel, PowerPoint) skills or Google suite (Google Drive, Docs, Sheet).
• Advanced Outlook calendar management is critical.
• Ability to format high level presentations and database applications.

We offer a competitive salary range for this position. Most candidates who join our team are hired at the median of this range, ensuring fair and equitable compensation based on experience and qualifications.

Contractor benefits are available through our 3rd Party Employer of Record

(Available upon completion of waiting period for eligible engagements) Benefits include: Medical, Dental, Vision, 401k.

An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.